Executive Admin at Chubb in Whitehouse Station, New Jersey

Job Description:

JOB DESCRIPTION

This role provides high level executive administrative support to the assigned executive(s) for Chubb. It requires a highly skilled individual who can manage a complex and evolving calendar, global travel schedule and collaborate across global regions. The ideal candidate would be high energy, highly confidential, polished, and able to build and manage relationships at all levels of the organization. The role requires expert time management skills, accessibility, responsiveness, and flexibility in collaborating across time zones and departments. The candidate must possess the desire to thrive in a fast-paced environment and be a team player. The position interfaces with internal contacts across the global organization as well as a diverse group of co-workers, external contacts, and vendors.

Responsibilities

• Heavy calendar management, gatekeeping and meeting logistics. Proactively manages the schedule ensuring that the assigned leader(s) are aware of priority issues of impact
• Coordinate complex travel arrangements including international travel; working with global contacts to prepare detailed travel itineraries, coordinate commercial flights, dining, and ground transportation; prepare and process required documentation for international travel
• Coordinate and manage all logistics related to team workshops, conferences and other activities (and occasionally attend) for the Senior Leadership Team (currently consisting of 6 Senior Leaders)
• Process expense reports; reconcile and track monthly credit card statements and expenditures in a timely manner
• Perform administrative analyses which require a considerable degree of independent decision making
• Organize agenda for Group Risk and Underwriting Committee (members include CEO, COO and Executive Committee), follow up with team owners for individual agenda items, manage version control, organize all agenda items into a book and distribute to the committee on time with high quality
• Propose quarterly agenda for Chubb Ltd Board Risk and Finance Committee based on annual agenda topics, gather feedback from legal, Chubb Asset Management and Treasury, organize agenda meeting with Risk and Finance lead director and Chubb employees to finalize agenda. Remind agenda item owners when materials are due for Legal and CEO sign off and package materials for distribution to the Board. Liaise with Corporate Secretary on Board responsibilities. Work with Board Audit committee admin for joint meeting and dinner.
• Organize annual training day agenda and dinner for Risk and Finance committee, following up for materials, manage version control, package materials for distribution. Ensure presenters are scheduled and if not in person arrange for remote presentations.
• Organize team in person meetings such as annual ERM summit and bi-annual Cat conference.
• Plan and schedule quarterly team webex, organize agenda, schedule the meeting, gather materials and drive the presentation during the webex meeting.
• Create, curate, maintain and manage access to a team file sharing site
• Create, edit and proofread correspondence, formal communications and presentations
• Create and maintain team distribution lists, org charts, staff listings, etc.
• Review and respond to emails, filing and forwarding as appropriate
• Screen phone calls and visitors and be the point of contact for assigned client groups
• Administer programs, special projects, and/or processes as assigned

QUALIFICATIONS

• Highly

  ABOUT US

  
  

  Chubb is a world leader in insurance. With operations in 54 countries, Chubb provides commercial and personal property and casualty insurance, personal accident and supplemental health insurance, reinsurance, and life insurance to a diverse group of clients. The company is distinguished by its extensive product and service offerings, broad distribution capabilities, exceptional financial strength, underwriting excellence, superior claims handling expertise and local operations globally.

  
  

  At Chubb, we are committed to equal employment opportunity and compliance with all laws and regulations pertaining to it. Our policy is to provide employment, training, compensation, promotion, and other conditions or opportunities of employment, without regard to race, color, religious creed, sex, gender, gender identity, gender expression, sexual orientation, marital status, national origin, ancestry, mental and physical disability, medical condition, genetic information, military and veteran status, age, and pregnancy or any other characteristic protected by law. Performance and qualifications are the only basis upon which we hire, assign, promote, compensate, develop and retain employees. Chubb prohibits all unlawful discrimination, harassment and retaliation against any individual who reports discrimination or harassment.